Maternity Leave Request Letter: Format, 26-Week Rule and 8 Samples
Updated
How to write a maternity leave request letter, with eight samples, the current 26-week and 180-day rules, and return-to-work tips.
A maternity leave request letter informs your employer in writing that you are expecting a baby and asks for maternity leave. Give your expected date of delivery, the date your leave should start, the total period (commonly 26 weeks for the first two children in covered private establishments, or 180 days for central government employees), your handover plan and your expected return date. Attach a medical certificate confirming the expected delivery date, and send the letter well before your leave begins.
This guide summarises the rules, then gives the format, a fill-in letter and eight samples.
Key Takeaways
- Covered private establishments: up to 26 weeks for the first two children, of which up to 8 weeks can be taken before delivery.
- Third child onwards: up to 12 weeks.
- Central government employees: up to 180 days for up to two surviving children.
- Give written notice with the expected delivery date and a medical certificate.
- Discuss work from home or phased return with your employer if you wish.
Maternity Leave Rules in India (2026)
| Situation | Leave (as per current law or rules) |
|---|---|
| First two children (covered private establishments) | Up to 26 weeks; up to 8 weeks before the expected delivery |
| Third and later children | Up to 12 weeks |
| Adoption | 12 weeks, as per law and recent court rulings |
| Commissioning mother (surrogacy) | 12 weeks from the date the child is handed over |
| Central government employees | 180 days for up to two surviving children |
| Eligibility (private sector) | Generally at least 80 days of work in the 12 months before the expected delivery |
The Code on Social Security, 2020, which came into force on 21 November 2025, now carries the maternity benefit provisions that were earlier in the Maternity Benefit Act, 1961. It covers factories, mines, plantations, and shops and establishments with ten or more employees. Rules and court rulings keep evolving, so confirm details with HR or a labour law expert. This page is a letter guide, not legal advice.
Maternity Leave Request Letter: Format
| Part | What to write |
|---|---|
| Subject | Maternity leave request – (Name) |
| Greeting | Dear (Manager or HR), |
| News | Expected date of delivery |
| Request | Leave start date, total period, end date |
| Documents | Medical certificate from your doctor |
| Handover | Plan and person covering your work |
| Return | Expected rejoining date; any request for work from home |
| Closing | Regards, name, employee ID |
Write Your Maternity Leave Request
Fill in the fields on the right. The letter updates as you type; copy it into an email or print it.
Subject: Maternity leave request – [your name]
Dear [Manager or HR],
I am expecting a baby, and my expected date of delivery is [date]. I request maternity leave of [26 weeks] from [start date] to [end date]. A medical certificate is attached.
[I will prepare a detailed handover for ___ before my leave starts.]
I expect to rejoin on [return date]. [I would also like to discuss a phased return or work from home, if possible.]
Regards,
[your name]
Employee ID: [ID]
8 Maternity Leave Request Letter Samples
Names and companies are fictional. Each maternity leave request letter gives the expected delivery date, leave dates and handover.
1. Private company (26 weeks)
Subject: Maternity leave request – Priya Iyer
Dear Rahul,
I am expecting my first baby, and my expected date of delivery is 20 December 2026. I request maternity leave of 26 weeks from 7 December 2026 to 6 June 2027. The medical certificate is attached.
I will hand over my brand accounts to Meera by 30 November, with a written status note. I expect to rejoin on 7 June 2027.
Regards,
Priya Iyer
Employee ID: 3310
2. Letter to HR (formal)
To,
The HR Manager,
Brightpath Software Pvt. Ltd.,
Pune
Date: 4 October 2026
Subject: Application for maternity leave
Dear Madam,
I, Kavya Rao, Senior Analyst (Employee ID 3321), am expecting a baby, with the expected date of delivery on 15 January 2027. I request maternity leave from 1 January 2027 for 26 weeks, as per company policy and law.
The doctor’s certificate is enclosed. My manager has approved the handover plan.
Yours sincerely,
Kavya Rao
3. Central government employee (180 days)
To,
The Head of Office,
Regional Office,
Bhopal
Date: 4 October 2026
Subject: Maternity leave for 180 days
Madam,
I am expecting my first child, with the expected date of delivery on 5 December 2026. I request maternity leave of 180 days from 25 November 2026 to 23 May 2027 under the applicable leave rules.
A certificate from the medical officer is attached. My work will be handled by Smt. S. Sharma.
Yours faithfully,
Neha Srivastava
Assistant
4. School teacher
To,
The Principal,
Springfield School,
Indore
Date: 4 October 2026
Subject: Maternity leave request
Respected Madam,
My expected date of delivery is 10 January 2027. I request maternity leave from 1 January 2027 as per school rules.
I will complete the Term 2 lesson plans and share question banks with the substitute teacher before I leave.
Yours sincerely,
Meenal Dubey
TGT Science
5. Early start on doctor’s advice
Subject: Early start of maternity leave – Deepa Menon
Dear Mr. Iyer,
My doctor has advised complete rest from next week due to high blood pressure. My expected date of delivery is 25 November 2026.
I request that my maternity leave begin on 12 October 2026 instead of 1 November. The medical certificate is attached. Kavya has agreed to take over my reports.
Regards,
Deepa Menon
6. Extension after maternity leave
Subject: Extension of leave after maternity leave – Priya Iyer
Dear Rahul,
My maternity leave ends on 6 June 2027. As my baby needs extra care, I request earned leave from 7 to 30 June 2027 and will rejoin on 1 July.
Please let me know if you would prefer a phased return instead.
Regards,
Priya Iyer
7. Request for work from home after leave
Subject: Work from home after maternity leave – Kavya Rao
Dear Madam,
My maternity leave ends on 1 July 2027. As my role can be done remotely, I request to work from home for three months after I rejoin, on terms agreed with my manager.
I will be available for all team meetings online and visit the office when needed.
Regards,
Kavya Rao
8. Adoption leave request
Subject: Maternity leave for adoption – Sunita Sharma
Dear HR Team,
My husband and I will complete the adoption of our daughter on 15 November 2026. I request 12 weeks of maternity leave from that date, as per policy and law.
The adoption order will be shared once issued.
Regards,
Sunita Sharma
When to Send the Letter
| Step | Suggested timing |
|---|---|
| Inform your manager | Once you are comfortable, often in the second trimester |
| Send the formal letter | At least one to two months before the leave starts |
| Share medical certificate | With the letter, or as HR requires |
| Confirm return date | Two to four weeks before the leave ends |
Earlier notice helps your team plan cover. Furthermore, it gives HR time to process leave and benefits. Consequently, send your maternity leave request letter as soon as your dates are clear.
Tips
- Keep copies of your maternity leave request letter, the certificate and the approval.
- Ask about benefits such as medical bonus, crèche and nursing breaks, where applicable.
- Plan the handover in writing, with contacts and deadlines.
- Stay in touch only as much as you wish during leave.
Mistakes to Avoid
- No expected delivery date. A maternity leave request letter without it cannot be processed.
- Missing medical certificate. Many employers require it.
- Unclear return date. State your plan, even if it may change.
- Late notice. Last-minute requests make cover hard to arrange.
Related Leave Formats
Fathers can use the paternity leave application. For illness during pregnancy, see the application for sick leave. The general method is explained in how to write leave application.
Frequently Asked Questions
How do I write a maternity leave request letter?
State your expected delivery date, the leave start date and total period, attach a medical certificate, explain your handover plan, give your expected return date and sign.
How many weeks of maternity leave are allowed in India?
In covered private establishments, up to 26 weeks for the first two children and 12 weeks from the third child. Central government employees get up to 180 days for up to two surviving children.
Which law governs maternity leave now?
The Code on Social Security, 2020, in force from 21 November 2025, now contains the maternity benefit provisions earlier found in the Maternity Benefit Act, 1961.
How early can maternity leave start?
Up to 8 weeks before the expected delivery for the first two children, under the law for covered establishments.
Is maternity leave available for adoption?
Yes. The law provides 12 weeks for adoptive mothers, and courts have widened eligibility. Check the latest rules with HR.
Can I work from home after maternity leave?
The law allows it where the work permits and the employer agrees. Request it in writing.
Can an employer dismiss a woman during maternity leave?
The law protects women from dismissal during maternity absence. Seek legal advice if this happens.
Before You Send
Check your maternity leave request letter for dates, certificate and handover. More formats are in our leave applications section.
Related letters
Leave Letter for Marriage: 10 Samples for Your Own Wedding
Ten samples of a leave letter for marriage for your own wedding,…
Paternity Leave Application: Format, Rules and 8 Samples
How to write a paternity leave application, with eight samples, the central…
How to Write Leave Application: 7 Steps, Format and Templates
A step-by-step guide on how to write leave application for school, college…
Leave Application for School: Format and 10 Samples
The right format for a leave application for school, 10 samples for…
Application for Sick Leave: Format and 12 Samples for School
The correct format for an application for sick leave, 12 ready samples…
Formal Letter Writing: Format, Types and 10 Examples
Formal letter writing explained part by part, with 7 common letter types,…